The Caring Kitchen Privacy Notice

Who We Are

The Caring Kitchen is a registered company (Number 13970045) under the name of The Five Towns Plus Hospice Fund Limited which is a subsidiary company of our parent corporation, The Prince of Wales Hospice.  We are registered as a Data Controller with the ICO Ref Z502386.  For the purpose of Data Protection Requirements *, the Data Controller is The “Five Towns Plus” Hospice Fund Limited.

Our Commitment to You 

We are committed to protecting and respecting your privacy. We recognise the trust placed in us by individuals whose information we use. 

This privacy policy (together with any other documents referred to in it) sets out the basis on how any personal data we collect from you, or that you provide to us, or that we obtain about you will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We are committed to ensuring that we do so in a manner that is both lawful and respects your privacy.

This privacy notice applies to those individuals using and enquiring about catering services provided by The Caring Kitchen.

If you want to require further information about this privacy notice or exercise any of your rights please contact:

Data Protection Officer
The Prince of Wales Hospice 
Halfpenny Lane
Pontefract West Yorkshire WF8 4BG
Tel: 01977 708868

Your Data Protection Rights

We take the protection of your personal data very seriously and respect your privacy in accordance with data protection legislation and best practice. You have rights relating to your personal information. You can find more information about your privacy rights on the Information Commissioner’s Office website 

You have the right to be informed 
You have the right to be informed about how and why we process your personal information. Any time you give us personal information you have the right to be informed about why we need it and how we'll use it.

You can find most of the information you need in this privacy notice.

You have a right of access to your own information
You have a right of access to any of your personal data that we hold about you. You can contact us at any time to gain information about what data we hold about you and why we hold it. 

If you make a formal request, we will respond to acknowledge we have received it. Firstly, we will require you to prove your identity. We may also ask you about any specific information you are seeking, this will help us make sure we meet your request fully and speed up the process.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

We will provide you the information that you are entitled to as soon as possible, without unreasonable delay and at the latest within one month of your identity being verified by us.
In exceptional cases we may extend the period of compliance by a further two months if the request(s) are complex or numerous. If this is the case, we will inform you within one month of the receipt of the request and explain why the extension is necessary.

There is no charge made for this right of this access 

To make a request for any personal information we may hold, we would ask that you contact our Data Protection Officer through the above channels.

You have the right to ask us to correct inaccurate personal information
If you believe information we hold about you to be inaccurate or incomplete, you can ask us to correct it or complete it at any time, for example the spelling of your name or your contact information.

You have the right to object and restrict the processing of your personal information
You also have the right to ask for our processing of your personal data to be restricted. For example, if you are contesting the accuracy of data we are using about you. In such cases we will restrict our processing while we verify the accuracy of the data that we hold.

You can ask for certain information about you to be deleted
You can also ask for certain information about you to be deleted.  For example, if you are moving out of the area.

You have the right to data portability
You have the right to data portability where processing is automated, although we do not currently carry out such processing.  If we do in the future, you can make a request and this data can be exported from our systems for you.

What information we collect from you, how we collect it and what we do with it

It is important to us that we inform you about the information we collect and why we collect it.

Why we collect your information
We collect your personal information so we can:

•    provide goods and a catering service to you;
•    for our own internal recording keeping;
•    use the information to improve our services;
•    deal with your enquiries or complaints;
•    enter you into competitions, or provide feedback;
•    process your payment or donation;
•    periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided. You may choose to unsubscribe from receiving this information at any time by following the instructions on the emails sent to you.

What information we collect from you 
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

•    Identity data: Your title, full name, email address, postal address and contact details of the person/organisation ordering goods or services.
•    Contact Data: Your billing address, delivery address, email address and telephone number.
•    Interaction Data (including via phone or email): we may collect notes 
•    from our conversations with you, details of any complaints or comments you make, details of 
•    services used with us, and how and when you contact us
•    Transaction Data: Details about payments to and from you and other details of products and services you have purchased from us.
•    Third Party Transaction Data: where a person other than you pays for the service, 
•    information about that person and the transaction
•    Marketing and Communications Data: Your preferences in receiving marketing from us and our third parties and your communication preferences.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic or biometric data).  Nor do we collect any information about criminal convictions or offences.

We collect our information directly from you when you order or enquire about our services or products.
How we collect your data
We use different methods to collect data from you and about you, these include through:

Direct interactions such as corresponding with us in person, by post, phone, email or otherwise
Filling in order and enquiry forms
Third parties including social media platforms such as Facebook, and our payment process provider.

Our lawful basis for using your data
We have set out below, in table format, what type of information we collect, for what purposes and our legal basis for doing so:

Purpose    Information obtained    Legal Basis
To register you as a new customer    Identity
Contact    a)    Performance of a contract with you 
To process and deliver your order including:
•    Manage payments, fees and charges
•    Collect and recover money owed to us
•    Allow you to donate to The Prince of Wales Hospice    Identity
Marketing and Communications    a)    Performance of a contract with you
To manage our relationship with you which will include:
•    Notifying you about changes to our terms or privacy information.
•    Asking you to leave a review 
•    To make suggestions and recommendations to you about goods and services that you may be of interest to you.
•    For market research and analysis and developing statistics
•    To develop new products and services and to review and improve current products and services
•    To enable you to partake in a prize draw and competitions (see below information regarding our marketing).    Identity
Marketing and Communications    a)    Performance of a contract with you
b)    Necessary for our legitimate interests (to develop our products/services and grow our business)
c)    Necessary to comply with legal obligation

Failure to provide information

If you do not provide certain information when requested or required, we may not be able to perform the agreement we have entered into with you, or we may be prevented from complying with our legal obligations. You may also be unable to exercise your statutory rights.

Legal basis for using your information

The Caring Kitchen relies on the following legal conditions that are described in the UK General Data Protection Regulation to use your personal information in the ways described in this privacy notice.

Data Protection legislation* states we must have a lawful basis for processing your information, the legal basis will vary depending on the circumstances of how and why we have your information. 

The primary lawful basis we rely on to process your personal data is Article 6(1) (f) of the UK GDPR, which allows us to process personal data when it’s necessary for the purposes of our legitimate interests to operate as a Hospice, to provide palliative advice and care to the Community. 

In each case where we use your data based on our legitimate interests, we carefully balance your rights and expectations to ensure that processing is fair to you.

In some cases, we may use other lawful bases, for example:

•    Article 6(1)(a) there is clear consent to process your personal data for a specific purpose;
•    Article 6(1)(b) which relates to processing necessary for the performance of a contract; or
•    Article 6(1)(c) where there is a statutory or other legal requirement to process and share the information and we have a lawful duty to retain or use your data i.e. gift aid audits.
•    Article 6(1)(f) for the purposes of legitimate interest or the legitimate interests of a third party.

We need all the types of personal information listed under “What information we collect about you” primarily to enable us to provide goods and services to you and to enable us to comply with our legal obligations. In some cases, we may also use your personal information where it is necessary to pursue our legitimate interests such as improving our services and offerings, expanding our Hospice facilities and to continue to provide care to people with a life-limiting illness within the Five Towns area of the Wakefield District, provided that your interests or your fundamental rights and freedoms do not override our interests. 

Information we share with third parties

On rare occasions we may need to share your personal data with the parties set out below for the purposes set out in the table above:

•    Where we have a contract with a processor acting on our behalf such as a courier service
•    Service partners or others who are a part of providing our products and services or supporting our business
•    Governmental and regulatory bodies such as HMRC and the Information Commissioner’s Office
•    Other organisations and businesses who provide services to us such as debt recovery and server hosting providers, IT software and maintenance providers, document storage providers and suppliers of other back office functions

Marketing and how we share your information with The Prince of Wales Hospice

The Caring Kitchen is a subsidiary of our parent company The Prince of Wales Hospice, and we promote joint fundraising in order to aid the care the Hospice provides to our local community. The Caring Kitchen have a legitimate interest to help the Hospice raise funds to continue to operate, and therefore we share our customers, supporter and fundraiser’s contacts with The Prince of Wales Hospice. 

The Prince of Wales Hospice will use the details you provide to us to communicate with you about how your support is helping to provide services to people in our community with a life limiting illness. They will also tell you about other ways you can help, whether that’s through volunteering, participating in events, or fundraising. From time to time we might also send you appeals asking for a donation so we can continue to raise the funds needed for our care.

The legal bases for the majority of their processing of your personal data for marketing purposes is that the activities are within our and their legitimate interests as a charity that provides Hospice care. This includes their legitimate interest to generate support, donations and income by direct marketing which are a routine part of the activities they undertake to fund the purpose as a Hospice.

Please be assured that The Caring Kitchen and The Prince of Wales Hospice take appropriate measures to keep your personal data safe and secure. We will never pass your personal data on to any other external organisations for them to use for their own marketing purposes.

We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We will not use your personal data for these activities where our interests are overridden by the impact on you, and you have the right to ask us not to process your personal data for marketing purposes.

You may opt-out of our digital marketing communications by clicking the ‘unsubscribe’ link at the end of our or The Prince of Wales Hospice marketing emails or sending us an "opt-out" text message following the instructions we provide you in our initial text.

How we keep your information and who has access to it

Your information is held on systems that are maintained and managed securely by The Caring Kitchen. We ensure that there are technical controls in place to protect your personal details. 
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors. 
On occasions we may be lawfully required to disclose your details to the police, regulatory bodies or legal advisors. You may not be informed when this happens. We store our information in the UK or within the European Economic Area (EEA).

How long we store your personal information

We will only use and store personal information for as long as it is required for the purposes it was collected for. 
We have a data retention policy (available on request) that sets out the different periods we retain personal information in accordance with our duties under applicable data protection law and various legislative requirements. 

We continually review what personal information and records we hold and delete what is no longer required.

Use of Cookies on the Hospice Website

The following explains the use of cookies on our website. Please note your use of this site implies consent for the setting of cookies.

What are cookies?
Our website, like many others, stores and retrieves information on your browser using 'cookies'. This information is used to make the site work as you expect it to. It is not personally identifiable to you, but it can be used to give you a more personalised web experience.

What cookies do we use?
The main cookies we use are functional and allow the site to work - examples include temporarily storing data for your shopping basket or for when booking on an event.
The other cookies we use are 'Google Analytics' cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they’re using it. This helps us to improve the way our website works, for example by making sure users are finding what they need easily. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

The Google Analytics security and privacy principles summarise the steps taken to help keep your data protected.

Important: Google Analytics does not collect any personal information about our website users

What happens if you don't want to provide us with such information?
You can clear the cookies on your browser by following instructions found here.
You can also block cookies from our site, or any other site you visit, using your browser settings.
Unfortunately, if you chose to take this approach you will no longer be able to view our website as a number of the cookies listed above are critical to the site’s usage.

Making a complaint

The Caring Kitchen strives to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. 

In the first instance please talk to us so that we can try and resolve the problem:

The Caring Kitchen
The Prince of Wales Hospice 
Halfpenny Lane
Pontefract West Yorkshire WF8 4BG
Tel: 01977 708868

If you believe that The Caring Kitchen has not complied with your data protection rights, you can complain to the Information Commissioner’s Office:

The Office of the Information Commissioner 
Wycliffe House
Water Lane 
Tel: 0303 123 1113

Changes to this notice

This privacy notice may be updated from time to time, so you may wish to check it each time you submit information to The Caring Kitchen. The date of the most recent revisions will appear on this page. We may notify supporters of any major changes by placing a notice on the website or by contacting you directly.

This version was last updated November 2023

* Data Protection Requirements means the Human Rights Act 1998, Data Protection Act 2018, the UK General Data Protection Regulation, the Regulation of Investigatory Powers Act 2000, the Education Act 1996,   Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013, the Telecommunications (Lawful Business Practice)(Interception of Communications) Regulations 2000 (SI 2000/2699), the Electronic Communications Data Protection Directive 2002/58/EC, the Privacy and Electronic Communications (EC Directive) Regulations 2003, the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011, and all other applicable laws and regulations relating to processing of personal data and privacy in any applicable jurisdiction as amended and replaced, including where applicable the guidance and codes of practice issued by the UK Information Commissioner or such other relevant data protection authority.
all other applicable laws and regulations relating to processing of personal data and privacy in any applicable jurisdiction as amended and replaced, including where applicable the guidance and codes or practice issued by the UK Information Commissioner or such other relevant data protection authority.

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